Reports: how they work

Open Reports for the full list, grouped with a sentence under each report saying what it answers. Reports print, and most offer Export CSV. Executive summary has no CSV export. Some reports use a period; others answer an as-at-now question or have their own filters.

The groups

• Business performance: Executive summary, Monthly summary, Future value, Client retention and Patient spend. See the article on the business performance reports.
• Financial: Sales, Service sales, Product sales, Takings by day, Refunds and corrections, Deposits, Invoices, Stored value and VAT split. See the article on the financial reports.
• Clinical: Record completeness and Complications. See the article on the clinical reports.
• Appointments: the day sheet and the same list cut six ways. See the article on the appointments report and the day sheet.
• Clients: Patient list, New patients by source and Duplicate patients. See the article on the client reports.
• Stock: Stock movement and Stock levels. See the article on the stock reports.
• Staff: Staff summary. See the article on the staff report.

The period

Most reports carry the same filter bar. The Period picker offers Today, Yesterday, This week, Last week, This month, Last month, This quarter, Last quarter, This year, Last 12 months and Custom.

Weeks start on Monday. Last 12 months means the twelve calendar months ending with this one. Period boundaries use midnight in UK time, including daylight saving, so a late-evening payment stays in its local calendar day.

Choose Custom, enter From and To, then press Apply. The To date is the last day included. A range longer than 366 days is refused with a message; use shorter ranges if you need a longer view.

Future value covers appointments still to come from now. Client retention uses its fixed cohort window. Stock levels is a snapshot of today. Duplicate patients and Patient list concern records rather than a period, and Patient list has its own filter panel.

Staff and location

Where a report offers them, the bar includes Staff and Appointment location. Location means the appointment's location. Payments get practitioner and location through the appointment they are attached to.

Applying either filter excludes money with no appointment behind it, such as unlinked retail, account top-ups or gift vouchers. Without those filters, reports that include unattached money keep it separate rather than dividing it between practitioners. Retail linked to a visit can be attributed through that appointment.

Export CSV and Print

Export CSV keeps the applicable period, staff, location, mode and filters. It can include more rows than the page shows. Row exports stop at 50,000; Stock levels uses the same 5,000-product limit for the page and CSV. Check result counts and any partial-results notice before treating a large export as complete.

The filters are in the address bar, so you can bookmark them or send the link to a colleague who has access to the same clinic. The link opens current figures with those filters, rather than preserving a snapshot.

Print removes navigation, filters and mode tabs and adds your clinic name, report title, period where applicable and a timestamp. That timestamp is set when you open the report, so reopen it before printing if you need a fresh time.

Who can see what

Owners can open every report. Finance and reports on Settings > Team gives a team member access to the Financial, Business performance and Staff groups. Clinical reports require clinical access because they identify patients against clinical records.

The Appointments, Clients and Stock reports are open to any clinic member. Patient list CSV downloads are restricted to owners and team members with the Admin role.

Reports you cannot open are not listed for you, and opening their links directly is refused. Removing Finance and reports closes those reports; it does not prevent taking a payment or reading the balance for the patient in front of you.

The one rule behind every money figure

Takings count succeeded payments, with refunds as negatives. They do not replace actual payments with a treatment's current menu price, so changing that price does not rewrite past takings.

Some other figures estimate appointment value or show money still owed. Future value and unpaid appointment balances prefer an agreed final price, then a captured waitlist offer price where applicable, otherwise the relevant current menu price. Future value deducts deposits already taken.

Missed appointment value is separate from takings and patient debt. It counts missed appointments, not cancellations, and prefers saved agreed prices where available. Fees are reported separately rather than subtracted from that value. The individual report articles explain the exact calculation and whether a count represents appointment rows or grouped visits.